Shop Service Administrator

The Shop Service Administrator is responsible for coordinating the administrative activities that support daily shop operations. This role manages service work orders, customer communication, invoicing, labor reporting, equipment check-ins, and workflow coordination to help ensure efficient shop operations and a high-quality customer experience. The Shop Service Administrator serves as a key liaison between customers and the Service, Parts, Rental, Logistics, and Sales teams.RESPONSIBILITIES

Manage service work orders from creation through closure, including assignment, quoting, and invoicing.Process rental equipment check-ins and initiate service work orders as needed.Monitor work order status and support the timely flow of customer, rental, warranty, and internal work through the shop.Coordinate and communicate repair status, estimates, and scheduling with customers.Process and reconcile technician and driver labor hours.Review completed work orders for accuracy and completeness prior to invoicing.Coordinate equipment deliveries and pickups with Logistics and other departments.Maintain accurate service records and documentation within company systems.Support daily shop operations, including opening and closing responsibilities as assigned.Assist with loading and unloading equipment, parts, and materials when necessary.Monitor shop housekeeping and facility maintenance activities.Support onboarding and administrative needs for service personnel.Collaborate with Service, Parts, Rental, Sales, and Logistics teams to support operational efficiency.Incorporate Alta's Guiding Principles into daily activities.Perform other duties as assigned.

QUALIFICATIONS

High school diploma or equivalent required.Minimum two years of experience in service administration, dispatching, customer service, operations support, or a related field.Strong organizational, multitasking, and time management skills.Excellent verbal and written communication skills.Strong attention to detail and commitment to accuracy.Proficiency with Microsoft Office applications, including Outlook, Excel, and Word.Experience working with service management, ERP, rental, or work order systems preferred.Ability to build effective working relationships with customers and internal teams.Experience in a dealership, construction equipment, heavy equipment, truck, automotive, rental, or industrial service environment preferred.

Physical Demands/Work Environment:

Physical/Sensory Functions: Regularly will use sit, use hands, talk/hear; Frequently will reach with hands; Occasionally will stand, walk,climb or balance, stoop, kneel, crouch or crawl, taste/smell.Vision: No special vision requirements.Lift and/or Move Functions: Regularly will lift up to 10 pounds; Frequently will lift up to 25 pounds; Occasionally will lift up to 50 poundsWork Environment: Regularly will work near moving mechanical parts, exposed to fumes or airborne particles